8 Signs It’s Time to Rethink Your Camp Management System

You’ve learned a lot since you began managing camps and now you’re better able to evaluate the
processes, systems and technology your camp needs to be successful. Camps have evolved and camp
technology has too.

We’ve assembled a list of 8 signs that could mean your current approach has outlived its usefulness.

1. Your online registration form is a downloadable PDF on your website

Just because your form is “online” doesn’t mean you offer online registration. Families
expect 24/7 convenience to complete the camp registration process at their leisure
– from selecting camp dates, to choosing a transport option, to indicating dietary
restrictions, to adding extra activities, all the way to requesting bunk buddies and
buying camp merchandise. Look for a system that can handle all that, plus more.

2. Your camp management software is snubbing your
registration system

Look for seamless integration of your online registration data with your camp
management software. As soon as a camper is registered via your online form,
the data should automatically update your centralized database to reflect the new
registration and to record the payment in real-time.

3. You and your staff spend an inordinate amount of time
chasing payments

Lost checks. Late checks. No checks. Sounds familiar? Put a stop to the insanity and
look for an online camp management solution that processes payments securely
in real-time and allows parents to choose to be automatically billed any remaining
balance on its due date. You’ll be amazed at how your delinquent accounts
receivables disappear, how much your camp parents prefer these options, and how
little time it takes from your staff.

4. You don’t have the ability to easily issue and accept coupons

Want to run a short promotion to fill the last remaining bunks? Interested in trying out
a group buying program like Groupon or Living Social? Look for a software solution
that lets you create coupon codes on the fly and automate processing when they’re
redeemed. And with adequate reporting tools built in, you’ll have the ability to know
exactly how many coupons were issued, used and by whom.

5. Families complain that your online registration could be better

Let’s face it, even if you already have an online registration solution, if families aren’t
thrilled about using it, it’s bad news. Search for camp software that offers a great user
experience that is well integrated with your website and has all the functionality that
parents crave, like the ability to register multiple kids in different camps at once, to
securely make online payments and to manage accounts.

6. You’re packing your data while kids are packing for camp

If you’re still working with camp management software that resides on your in-house
server or computer, you might have developed the interesting habit of “packing” your
computer and your data back and forth between your headquarters and your camp,
so you and your staff can access camp information. Look for a software solution that’s
“hosted” or “cloud-based” so that you can access your camp data at anytime, from
any computer.

Look for an online registration solution that offers built-in email tools to create and
schedule professional emails, including reminders and birthday wishes, as well as
one that offers filtering tools to easily segment your database and send targeted
messages by age group, programs, participation levels, etc. Some camp software
also includes mass texting tools, a nice-to-have option for sending out timely
reminders or notifications.

8. Your system has never heard of peer-to-peer marketing or
social media

Peer-to-Peer marketing is cheap and extremely effective. Make sure your camp
management solution allows families to “Invite a Friend” during the registration
process. The tool should automatically send a personalized email to the invitee
notifying him or her that the inviter has registered for your programs and inviting them
to join in on the fun. The invite should include a direct link to your online registration
form. Also look for integrated social media functionality in your software. It should
give families the ability to post “I just registered little Johnny to Camp X” messages
on their Facebook page right from your registration form, further expanding your
reach to their community.

NEXT STEP

Does your camp exhibit any of the above 8 signs? You might have learned to accept
the status quo because of time or budget constraints…or just because. Like most camp
directors, you probably know that continuing to work with dated or flawed systems
prolongs inefficiencies and handicaps your ability to succeed.
Contact us to discuss your goals and how we can help you transition to a new, more
advanced camp management solution.

Camp forms are perfect for managing all camp types from summer camp registration to sports camps, church camps, and more. Let ACTIVE Camps help you efficiently manage your campers.